Asia Cluster Programme and Admin Officer

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

The British Red Cross (BRC) works in the Asia region with partner national societies across Afghanistan, Pakistan, Nepal, Bangladesh and Myanmar. BRC has a regional office based in the IFRC Asia Pacific Regional Office (APRO) in Kuala Lumpur, Malaysia.

The Asia region team in BRC work through and in close cooperation with the Red Cross and Red Crescent Movement partners in the region, including the IFRC and ICRC, Afghanistan Red Crescent, Pakistan red Crescent, Bangladesh Red Crescent, Nepal Red Cross and Myanmar Red Cross, and others. BRC are currently engaged with programming in, among others, disaster preparedness, capacity building, relief through cash and voucher assistance, climate resilience and logistics-related programmes both bilaterally and multilaterally.

Job Purpose

The Programme and Admin Officer is accountable for supporting effective management of programmes and operations in the BRC Asia Cluster based in Kuala Lumpur with a specific focus on supporting work in Afghanistan and Pakistan. S/he works closely with respective thematic and technical leaders in ensuring that programmes and operations are planned, implemented, monitored, reviewed and reported in a timely manner. The position learns about all aspects of the programmes and operations to provide effective support, including on annual work plans, budget development and monitoring, grant management, information management, and compliance with reporting obligations.

Job Duties And Responsibilities

Support to Programmes and Responses

• Support informed decision making through analysis of context and strategic frameworks. Support alignment with annual planning processes and coordinate programmatic and technical inputs during planning and budgeting exercises.
• Ensure programmes are in line with the BRC International Quality Methodology (IQM) to support quality and accountability and follow the Programme Cycle Management (PCM) methodology. Support in the development of key documents as part of the IQM.
• Support emergency response management and the deployment of BRC’s global response tools, surge staff, and other resources when required in line with the BRC Disaster Management Standard Operating Procedures (DMSOPs).
• Monitor implementation through analysis of narrative and financial reporting and promote and support the capture and application of learning. Contribute to the documentation and communication of learning within the organisation and seek, where possible, to share that learning with key stakeholders.
• Liaise with and ensure timely instructions and adequate information are supplied to BRC support teams (finance, MEAL/CEA, logistics, PGI etc in order to meet the needs of this operation).
• In accordance with established processes, contribute to the editing and sign off on information resources relating to the programmes which are produced by other BRC divisions, including texts for fundraising, communication, social media, web and other purposes.
• Maintain up to date procurement plans and assert registers for programmes
  
  
  

Administration and Information Management

• Support with internal and external information management, including preparing information packs or presentations and providing briefings.
• Maintain accurate and up to date information on BRC internal Project Information Management System (PIMS). Ensure that all documents and files are correctly stored and accessible on PIMS.
• Maintain country and programme documents and databases – e.g., factsheets, risk registers, decision logs.
• Coordinate the quarterly International Directorate/corporate reporting for Afghanistan and Pakistan, wider Federation reporting, PIMS reporting and others as necessary.
• Support with administration tasks like as (visa invitation letter, logistics, hotel bookings, flights, sharing welcome pack to the visitors etc) in Kuala Lumpur office as required
• Arrange security briefing in consultation with IFRC APRO security focal for the visitors and new staffs (national and internation).
  
  
  

Job Duties And Responsibilities (continued)

• Ensure that the reporting and accountability needs of institutional donors (FCDO, PPL and the DEC) are provided for and up to date.
• Participate and contribute as appropriate in discussions on administration related policies and activities.
• Support the team by acting as Regional Administration Manager, Duty Officer, Rapid Response for administration in an emergency operation, as needed.
• Work with technical leaders, HR, legal and finance to initiate recruitment and contract extension process of national and international staff.
• Facilitate the onboarding/offboarding of full time/temporary national and international staff, national staff, Rapid Response members. Conduct effective induction on administration as needed.
• Validate financial documents (payment request, requisitions, etc.) and ensure that the documents adhere to IFRC and BRC policies and regulations.
• Ensure record keeping of finance and admin related documents both soft and hard copy in a safe location.
  
  
  

Relationship Management

• Build and maintain a strong network with colleagues at BRC UK Headquarters (UKO) including technical advisors and key business partners in Finance, BDM, SSC and Communications.
• Maintain positive relationships with relevant National Societies, IFRC secretariat at the country and regional levels, ICRC, other Participating National Societies (PNS), and relevant stakeholders, ensuring an open and transparent dialogue.
• Organise and facilitate high level visits in the region by BRC and external stakeholders, including but not limited to BRC executive leadership, technical advisors, other regional team members, other stakeholders from HQ.
  
  
  

Team Member

• Actively participates in all team meetings
• Supports other team members the regional and other relevant teams
• Work and behaves in accordance with all BRC policies and procedures Uphold the Fundamental Principles of the Red Cross and Red Crescent Movement and work within the Society’s equal opportunities policy.
• Any other reasonable duties as delegated by the Line Manager.
  
  
  

Education

Required

• Bachelor’s degree in business administration / management or equivalent
  
  
  

Preferred

• World of Red Cross (WORC), IMPACT or equivalent knowledge about the Red Cross Movement
• Technical training in programme management
  
  
  

Experience

Required

• At least 3-5 years of relevant experience in administration
• Experience project management and compiling programme documents
• Experience of stakeholder management and working across multiple and/or remote teams
• Experience producing a variety of documents for internal and external audiences
• Experience working in demanding environments to multiple deadlines
• Experience in budget management
  
  
  

Preferred

• Experience of working for an international humanitarian organisation
• Experience of working with donors and managing donor funded programmes Experience in RC/RC movement
  
  
  

Knowledge, Skills and Languages

Required

• Clear and precise oral and written communication skills, including ability to engage with a variety of staff of different experience and managerial levels
• Ability to analyse both quantitative and qualitative data and interpret information to communicate to and persuade decision makers / different audiences, both written and verbal
• Strong budget and financial management skills, including use of spreadsheets and financial administration tools.
• Experience of analysing humanitarian contexts and operations, identifying pertinent issues, making operational and strategic recommendations
• Demonstrable ability to develop strong working relationships with internal and external stakeholders working in a partnership approach
• A can-do attitude, with an ability to work independently and under pressure
• Strong organisational and planning skills including accuracy, consistency, and attention to detail
• Strong analytical skills, with proven problem-solving experience
• Self-sufficient in computers (particularly Excel, Word, SharePoint, PowerPoint, Zoom)
• Ability to establish priorities, plan, coordinate, implement and monitor work plan
• Ability to develop and maintain effective remote working relationships with counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity
• Teamwork; commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; flexibility & adaptability; interpersonal skills; resilience; friendly. Have a positive attitude, resourceful, hardworking, trustworthy, mature and able to maintain confidentiality at all times.
• Willingness to travel when required
• Fluent spoken and written English
  
  
  

Preferred

• Good command of another IFRC official language (French, Spanish or Arabic)
• Good command of Pashto, Dari, Urdu
  
  
  

Competencies, Values and Comments

Values:

• Respect for diversity
• Integrity
• Professionalism
• Accountability
  
  
  

Core Competencies:

• Communication
• Collaboration and teamwork
• Judgement and decision making
• National society and customer relations
• Creativity and innovation
• Building trust